25 CAR § 60-105. General Schedule (GS) 03 — Automated system records

(a) Automated system records include those that are generated or produced in support of the agency’s information system operations. (b) The following record categories are supportive of the audit process of the Arkansas Legislative Audit. (c)(1) The following record retention periods reflect the retention and disposition of the official record regardless of media. (2) Copies used for specific legal, fiscal, or administrative purposes may be either: (A) Retained using the retention for the primary copy; or (B) Scheduled separately if a different retention is required. (3) Copies of these documents preserved only for convenience of reference or informational purposes may be discarded when no longer needed. Record Number & Category Title Description Minimum Retention Period GS 03001 Data or Database Dictionary Documentation Database and data file documentation, including, but not limited to, data dictionaries, metadata documentation, data element reports, diagram of logical data model, and any other database or data file documentation that could be used for reference material. Until record is replaced by an updated version GS 03002 Network Design Files Records that describe the agencies’ local and wide area network schematics, including, but not limited to, records containing network topology, circuit descriptions, types of network connections, cable ID map, and other relevant network design information Until record is replaced by an updated version GS 03003 Network and System Usage Files Records created to monitor the use of the agency's network traffic and system access by its customers or employees System usage files would include, but not be limited to, user account log records and access authorization log files Network usage files would include, but not be limited to, log-in records, security logs, router logs and firewall logs As long as administratively valuable to the agency GS 03004 Support Services Files - Hardware Records documenting support services provided to specific data processing equipment or installations, including site visit reports, program and equipment service reports, service histories, and related correspondence and memos As long as administratively valuable to the agency GS 03005 Systems and Applications Development Records Records created and used to develop, redesign or modify an automated software system or application, including user requirements, status reports, correspondence, and high-productivity tool logic constructs used to generate such components as reports, queries, forms, and macros; user and operational documentation describing system operations, including system documentation records, user guides, system diagrams, and input/output specifications Production copies until no longer useful for tracking system changes or until transfer of system data to a new operating environment GS 03006 System and Database Backup Files Records needed to restore a system and its data in the event of system or data loss Until 3 successive backup cycles have been completed; OR until the agency deems they are of no more value Record Number & Category Title Description Minimum Retention Period GS 03007 System Security Access Files Records created to document users’ access rights and privileges to data repositories or granting authorization to systems, applications or databases based on a unique user identity; this definition applies to mission-critical operations and financial applications that require monitoring and tracking to ensure the security of an enterprise’s resources; records documenting general access given to a user to services such as active directory, file, print, email and network are not required to be retained unless there is significant security risk from unintended exposure 1 Year GS 03008 Source Code Production source code that generates the machine language instructions used to operate an automated information system, including all support program-related files needed to generate objects The 3 most recent versions of production source code; there is not a requirement to keep source code for systems that are no longer in production or service GS 03009 Computer Operation Documentation Records concerning processes for data entry, the operation of computer equipment, production control, tape library, system backup, operation, and maintenance of an agency's data processing equipment, including operating manuals, hardware/operating system requirements, hardware configurations, and equipment control systems and other aspects of a data processing operation Until record is replaced by an updated version